The most important one is that you must book through an official travel agent HRG New Zealand and pay using a university pcard.

if you don't (e.g. if you book directly via an airline) then ''cannot'' get the fares reimbursed.

http://www.hrgworldwide.co.nz/

If in any doubt, make sure you check with your supervisor, or Sue, or the travel people, before you spend any money!

Latest Policy (from Ginny, Feb 2007)

TRAVEL

Can you please ensure you read this policy before making any travel bookings for either yourself or students.

All online bookings are to be paid by a university pcard. If you do not have one, you need to see me so that I can purchase travel on your behalf or for students.

Travel paid on pcard can only be used on Tras-Tasman fights. Long haul flights eg: UK, USA must be done through Signature travel. If you are overseas/local and need to book travel, you must use Signature Travel unless you are able to prove that your agent (includes overseas agent) is much CHEAPER. On this basis, you will need to provide at least 2 quotes. First and fore most, you must obtain a quote form Signature first before going else where.

EXPENSES

All original receipts must be produced in order to get a reimbursement.

If your personal credit card is used to pay for expenses, you MUST produce an original statement from your credit card, the expense be shown on the statement and a receipt/invoice produced.

If you have an overseas visitor that needs to be reimbursed you must indicate how they wish to be paid. Whether they require a cheque to be banked here in NZ or overseas cheque / direct credit into an oveaseas bank account. Finance require a reason why VUW / Research Trust Office are paying visitors expenses.

All staff that are going to be away for upto 6 months or more or travel regularly are encouraged to obtain a pcard. Please see me for an application.

When making a claim or before booking travel, please see me FIRST if you are not sure on the VUW travel and expense policy.